WebClient IceWarp WebClient User Guide WWW.ICEWARP.COM 1
WebClient User Guide Contents IceWarp WebClient User Guide 5 1/ Getting Started 6 Logging into IceWarp WebClient 6 Main Screen 6 How to hide / unhide tree view? 8 Contact Details 8 Folders and how to work with them 9 How to create new folder? 9 What type of folder you can have? 9 How to move folder? 9 How to rename folder? 10 How to manage content? 10 How to share folder with other accounts? 10 2/ Email 11 Menu Bar 11 Navigation Pane with Tree view 12 Tree View Tools 13 Context Menu 13 How to open Email Address in Mail View Context Menu 13 How to create email message? 14 Text formatting tools 15 How to address a new message? 15 How to send new message? 16 How to send message with attachment? 16 How to attach multiple file? 17 How to save email message? 17 How to view received email message? 17 How to replay to received email message? 18 3/TeamChat 19 Navigation Pane with Tree View 19 How to create a new room? 20 How to work in and manage Chat Room? 20 How to invite guests, share links and other? 21 How to send private message? 21 How to manage Files & Documents? 21 How to manage Events? 22 How to manage Members? 22 Guest Account Invitation Process 23 Guest Account TeamChat Interface 25 4/Calendar 26 Menu Bar 26 Navigation Pane with Tree view 27 How to display multiple calendars 28 How to create calendar entry? 29 How to view calendar entry? 31 Detailed preview in month view 31 How to accept incoming appointment? 32 2
WebClient User Guide 5/Contacts 33 Menu Bar 33 Navigation Pane with Tree View 34 How to create new contact? 34 How to view contact? 36 vcard upload 36 6/Documents 37 Menu Bar 37 Navigation Pane with Tree View 38 How to create new document? 38 How to upload document? 39 How to share document with other accounts? 39 How to view document? 40 How to edit documents online? 41 7/Tasks 42 Navigation Pane with Tree View 42 How to create new task? 43 How to view task? 44 8/Notes 45 Navigation Pane with Tree View 45 How to create note? 46 How to view note? 47 9/Trash 48 Navigation Pane with Tree View 48 How to view trashed item? 49 How to recover deleted groupware items? 49 10/ WebChat 50 General 50 Context Menu 50 How to expand or collapse WebChat roster? 51 How to add new contact? 51 How to start chat? 52 How to multi select WebChat contacts? 52 Incoming message 53 Status change 54 Conversation History 54 WebPhone 55 WebMeeting 55 Start Meeting 56 Join Meeting 57 Schedule Meeting 58 Meeting -- Desktop Sharing 58 3
WebClient User Guide 11/Settings 59 Quick tips 59 How to change password 59 How to change skins 59 How to setup autoresponder 59 How to setup signature 59 My details options 60 WebChat statuses 60 WebClient options 60 Accounts 61 Mail 61 Autoresponder 61 Forwarder 62 Signature 62 Calendar 62 Reminder 63 Holidays 63 Weather 63 WebChat 64 WebPhone 64 General 64 Licenses 65 Import/Export 65 Mobile Devices 66 Device options dialog 66 Folders 66 Synchronization 66 Device 66 Help 67 Switch to tablet interface 67 Old interface 67 Logout 67 12/ Miscellaneous 68 Smart Search 68 Printing Options 69 Tablet Interface Shortcuts 70 RSS Folders 70 Inserting Pictures into Email Body 71 4
WebClient TeamChat User Guide guide IceWarp WebClient User Guide This manual describes the GUI and features of IceWarp WebClient. WebClient centralizes all your data and communication be it email, chat or calls and makes it accessible from any browser or device. Manage emails, chat within teams, contacts, appointments, tasks and notes, while in a chat or in a web meeting no need to switch between tabs or windows. One unified interface, optimized for mobiles and tablets. Registered Trademarks iphone, ipad, Mac, OS X are trademarks of Apple Inc., registered in the U.S. and other countries. Microsoft, Windows, Outlook and Windows Phone are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Android is a trademark of Google Inc. IceWarp is a registered trademark in the USA and other countries. Published on 7/9/2016. 5
1. Getting Started Logging into IceWarp WebClient To access IceWarp WebClient, you will need to access the URL specified by your administrator using a web browser - Internet Explorer, Mozilla Firefox, Google Chrome, Apple ios, Opera. You will be presented with a login screen similar to this: Choose preferred interface Choose language Fill out your username Fill out your password Click to get in Remember login details Follow us on social media Simple guide for installation and use Main Screen Once logged into IceWarp WebClient, you will see the Main screen, which allows immediate access to email, contacts, calendar and other features: Upper box Menu Communication pane Navigation pane Tree View Reading pane Items View with minimized items Chapter 1 Getting Started 6
Upper Box Menu Bar: user interface element that contains selectable commands and options, quick navigation to specific actions. LEFT SECTION Constant for all folder types and is consistent for all folder types. Get New Clicking this button tells IceWarp WebClient to retrieve all new messages from the server. Compose Clicking this button allows you to write new email messages. New Clicking this button shows a pop-up that lets you to create a new item of the type corresponding to the navigation pane tab folder you are currently browsing. CENTRAL SECTION This part changes depending on the folder type you have selected. Changes are described in more details under each chapter. RIGHT SECTION Constant for all folder types and is consistent for all folder types. Search Use this field to search within the selected folder. Click the left-hand icon arrow to refine your search. The Search Wizard opens. Its content differs according to the folder type. WebCall Click the icon to make a WebPhone call. It is possible to have an audio call as well as a one-to-one video call. WebMeeting Click the icon to make a WebMeeting. Within this dialog, you can set audio conference with screen sharing. My details Your avatar hover over the avatar to reveal the settings menu. Here you can open the My Details dialog, manage your Options, Mobile Devices, reveal Help, switch into other WebClient Interfaces and Logout. (More detailed description in chapter 11) Colored dot next to the picture shows your availability status. Chapter 1 Getting Started 7
Left side NAVIGATION PANE Access to all tabs you may need to effectively fulfill daily tasks and collaborate with your colleagues (emails, calendars, TeamChat, documents, tasks and notes). TREE VIEW Hierarchical views of all personal item folders (with Tree view tools at the bottom). Central part READING PANE In the middle you see all of your current activity (this is your working area and as you can see, you can review all unfinished activities and tasks). MINIMIZED ICONS Minimized items are located in the central bottom section. To continue your work, click the icon to show the dialog again. TIP: Extend your working space by minimizing chat and hiding folders/tree view. Use pin or unpin icon in the right top corner of the tree view. Right side COMMUNICATION BAR Access to functionality enabling immediate communication with your colleagues or external contacts (WebChat, WebPhone, WebMeeting). How to hide / unhide tree view? To get more space for Reading Pane, you can collapse or auto-collapse Tree View. Just right-click the account name (within the Tree View) and select the Panel Appearance item. Here, choose the desired option. Right click Expanded Tree View panel is always visible. Collapsed Tree View panel is not visible. To show it, hover over any Navigation Pane item. Auto Collapse - Tree View panel is visible, but it hides when the browser window width is reduced. Chapter 1 Getting Started 8
Folders and how to work with them How to create a new folder In total you have 3 options how to create a New Folder: 1. Right click on any place in Tree View, where you want to create new folder. Then choose Create New Folder, type name of folder and click OK. 2. Click on Context menu icon at any place, where you want to create new folder, choose Create New Folder, type name of folder and click OK. 3. You can directly create new folder clicking on Plus icon in Tree View Tools section, type name, choose location and click OK. The folder where you want to create an entry is highlighted in the Parent Folder pane so you know where you will be creating your new folder. Note: WebClient supports the utf8mb4 character set (4-Byte UTF-8 Unicode Encoding) in folder names. What type of a folder can you have? 1. Private Folder - folders which only you can access. Any private or confidential material should be stored in these folders. You can, however, grant specific users rights (read, write, modify and delete) by clicking the Sharing and Permissions from the Context Menu. 2. Public Folder - folders that do not belong to a particular user. Rather, they contain files that everyone with the appropriate permission can access. The permissions are Read, Write, Modify and Delete. Group Folders are created by Administrators or users with appropriate permissions. How to move a folder If you want to restructure your folder tree by moving a folder, or sub-folder, right-click the folder you want to relocate and select the Move Folder context menu item, a dialog will appear: The folder is highlighted. Locate the folder you wish to move this folder to, click it so it is now highlighted, and click OK. Your folder will be moved and the structure will update in the Tree View to reflect the change. Note: It is also possible to move folders using the drag-and-drop feature. Chapter 1 Getting Started 9
How to rename a folder You may want to rename a folder. Again, the context menu comes into play. 1. Right-click the folder you want to rename (in this case aamarketing) and select the Rename Folder menu item. The folder name will be displayed in a standard text box allowing you to edit it. 2. Edit the name as needed (In this example, we are renaming the folder to Marketing.). 3. Press Enter when the name is correct. Note that the folder has moved to reflect the alphabetical display within the Tree view. Your folder is renamed and the Tree view updates to reflect this new structure. How to manage content If you want to manage content of any folder, you have different options by opening context menu and clicking Manage Content. 1. Mark as Read In this case, once you have looked at the list of new (unread) messages and viewed all the ones of interest, you can mark all the others as read. When the next messages come in you can easily identify them as they are highlighted. This is only available for folders containing mail or RSS item types. 2. Copy to Folder - Select this option to copy all folder items to another folder. (Items are also left in the original folder.) The Copy To Folder dialog is shown to let you select the folder where to move items to. Only available for folders containing mail or RSS item types. 3. Move to Folder - Select this option to move all folder items to another folder. (Items are deleted from the original folder.) The Move To Folder dialog is shown to let you select the folder where to move items to. Only available for folders containing mail or RSS item types. 4. Empty Folder - All folder items email messages are deleted. This feature is only available for mail-type folders. Right-click the folder name, select the Empty Folder item and confirm the action by clicking OK. How to share a folder with other accounts? To share a folder in the IceWarp WebClient, do the following: 1. Select the folder you want to share, right-click it and select the Sharing and Permissions item. 2. In the Sharing and Permissions dialog, click the Address book button to select users you want to share the folder to. 3. In the Select Contacts dialog, add desired accounts to the Selected field. 4. In the Sharing and Permissions dialog, select Permissions for individual users for both Items and Folder (Administration respectively full rights) click a user and tick the appropriate boxes. Click OK. Chapter 1 Getting Started 10
2. Email The Mail Application enables you to send, receive and organize e-mail. The main email screen view: Menu bar A menu bar contains elements for managing general and specific actions. It is obvious how to use the Reply, Reply To All and Forward buttons. More Use the More... icon to perform various additional actions with emails. Delete Use the Delete icon (basket) to delete selected emails. Print Use the Print icon to print the selected email message the standard Print dialog opens. Preview Use the Preview icon to select a location of the reading pane. There are 3 options: Bottom Pane, Right Pane or None. Except this Preview is also possible to setup Folder Panel and WebChat Panel with 3 options: Expanded, Collapsed, Auto-Collapse. Use pin or unpin icon in the right top corners. Search Use the Search field to search within the selected folder. Click the left-hand icon arrow to refine your search. The Search Wizard opens. Its content differs according to the folder type. For detailed information, refer to the Smart Search chapter. Chapter 2 Email 11
Bottom panel Right panel Expanded Navigation Pane with Tree view Email icon displaying the number of unread messages: Tree View shows hierarchical views of all your personal item folders and any public or shared folders you have subscribed. ARCHIVE The archiving capabilities allow the administrator to bring archiving features directly to end users via IMAP. SMS messages are also archived automatically. All archived emails are always stored as.imap files which makes it possible to link the whole archive with a public folder. PUBLIC FOLDERS The Public Folder is IceWarp folder that you can use to share files with other people who have access to your Public Folder (people using the same domain or people added by administrator to the public group). Everyone with a user account and password on your computer can access the Public folder. To add any account use context menu and click Add shared account. To users it will appear as the name of the item's parent folder. Folder with all incoming emails Folder with draft copies of mail items Folder with sent emails Folder with junk emails Folder with deleted emails Folder with archived emails Public folders Folder with outboxed emails Search folder Folder with Filters Blacklist / Whitelist emails SEARCH FOLDERS All items that match the search criteria will be placed into this folder. FILTERS - WHITE/BLACKLISTING In case that you have incoming emails delivered to the Spam folder, you have 2 options for working with them. Just drag and drop it into the Inbox folder or whitelist / blacklist sender by right clicking on a message and choosing Manage Sender. By this option you can whitelist / blacklist a sender or the whole domain. ANY SPAM MESSAGE IN YOUR INBOX? You have the same options as described above by whitelist / blacklist. Just drag and drop it into the Spam folder or whitelist / blacklist sender by clicking right mouse button on a message and choosing Manage Sender. By this option you can whitelist / blacklist sender or whole domain. Chapter 2 Email 12
Tree View Tools At the bottom of the Tree View, you can find Tree View Tools: Quick folder search this feature lets you filter folder names. Just click the icon and start typing. Folders are filtered immediately. To reveal all folders, just click the cross on the right side of the field (not shown when the field is empty). Click the icon to reveal folders of all folder types within one folder tree. Select the parent folder and click this icon to add a subfolder. The Create New Folder dialog is shown. Context Menu The Tree view has a context-sensitive menu that can be accessed by right-clicking on a folder within the tree view. The context menu gives you additional option for work with emails. How to open Email Address in Mail View Context Menu Right-click any email address within an email message window a context menu is shown. Its items allow you to do these actions: Send Message an email composer window opens. Open Chat an instant messaging chat window opens. Create New Contact the Add Contact dialog opens. Add to Existing Contact the Select Item dialog opens. The email address is added to the selected contact. Add to WebChat the Add WebChat Contact dialog opens. Invite to Appointment the Appointment dialog opens. Invite all to Appointment the Appointment dialog opens Contact Details When you receive an mail from your contact, you can view options directly by right-clicking on the contact. New menu will appear and gives you additional option for working with the contact. Details ( e.g. phone, address, etc.) of the contact are shown on the card. Chapter 2 Email 13
How to create email message? You have 3 options for creating a new message: 1. 2. 3. Right-click on Email icon in Navigation pane Click the Compose button in the Menu Bar Click New in Menu Bar and then Message 2 3 1 You have many options how to work with new message: Spell check Format text Text formating tools Setup priority Insert any item into the email s body Chapter 2 Email 14
Another option for email s setup is possible by clicking Options button in bottom left corner. Options button Text formatting tools Use these tools to format the message body text. You have following choices: HTML use this option when you need to have clickable links or track open rate of the email. Text email is sent as plain text so you know that other recipients see what you see. Graphics cannot be used. Source use this option when you need email message to be converted to the HTML code. These tools are enabled only if the HTML format is selected. How to address a new message 1. Manually type an address in the To field. 2. Use the Type Ahead feature: begin typing a person s name in the To field. Pressing enter at any point while typing will either: Insert the address of the person into the To field if the name is unique, or if there are multiple matches, a list of names will appear. 3. Another way to locate an address is to click the "+" icon on the right side; a window will appear from which you can browse through contact books and search for contacts. Note: You can also send an email message to all attendees of your planned meeting. Use the envelope icon in the scheduling tab. (described in chapter 4 Calendar, article How to create calendar entry) You can also create Mailing list to address messages to a group of people instead of addressing messages to each person individually. By click To: (the same also for Cc: and Bcc:) button in Address book, you can choose a number of users and add them to a Mailing list. As administrator of WebClient you can create groups with pre-set group of users. Options 2 and 3 can also be used to select contacts to be assigned to the CC and BCC address fields. In case you are addressing email to a group of the people, you can expand the list of contacts in the To field. If you expand the list, it will be replaced with its members. Note that you will not be able to collapse it again. Chapter 2 Email 15
How to send new message? Once the message has been composed, there is a choice between Send or Save. The Send button sends the message out to all the addresses and saves a personal record in the Sent folder. The Save button saves the message in the Drafts folder and holds it there until a later time. TIP: When using the Tablet interface, you can send the email with CTRL + ENTER shortcut. TIP: You can schedule an email to send later at the time you choose. To enable this feature, go to Options, check Delay sending until button and setup requested Date and Time. How to send message with attachment? Attachment icons are located at the bottom of the Message body. ATTACH FROM LOCAL DISC (1) You can choose any item stored on your local disc. ATTACH FROM WEBCLIENT (2) You can choose any item stored in your WebClient. Select the files you want to attach. Finally, click the Open Button. 1 2 DRAG AND DROP For easy file uploading you can use the drag and drop feature. This feature allows you to attach files without needing to browse for them using the Upload button. After finding the files in file manager you can just drag and drop them to the message composer window. SMART ATTACH This powerful feature lets you save an attachment to your Documents and replace it with a download link in the email body. If you will delete an attachment from the Documents folder, the attachment will no longer be accessible via download link. Pre-defined text with a link to the appropriate folder is added into an email body (its header or footer respectively) and can be of either HTML or plain text formats. When the filter is active, this action is performed with both incoming and outgoing emails. So sending out large mailing lists with big attachments (up to 2GB) is not an issue anymore. Chapter 2 Email 16
How to attach multiple file? You can attach multiple files to an email message using one upload dialog for all files (provided that they all are placed in one folder): 1. 2. 3. Within a composer window, click the Upload button. The File Upload dialog opens. Select the desired files using CTRL + click or SHIFT + click shortcuts. Click the Open button to upload files. How to save email message? You can save email messages as.eml files. To do it, follow these steps: 1. 2. 3. Select the messages you want to save. Use CTRL + click and/or SHIFT + click to select more messages. Right-click the selected messages and choose the Save As EML items. If you get the Pop-up blocked message, click the message bar and select the Always Allow Pop-ups from This Site item. In the opening/saving dialog, select the Save File option, click OK and in the Save As dialog, select the appropriate directory and click the Save button. How to view received email message? 1. 2. 3. Click the Inbox icon in the Navigation Pane of the Mail Application. A list of messages you have received will appear in the View Panel. Click once on a message to view it in the Preview Pane or double click a message to open it in a new tab. To Close an open Message, press the Esc key, or click the Close button on the Window Tab. Note: To view unread messages only, click the Unread box at the top of the Items View pane. To view all messages, click the All box at the top of the Items View pane. 1 2 3 Chapter 2 Email 17
How to reply to received email message? When highlighting or reading a message, there is a button at the top of the Menu Bar labeled: REPLY The To: field will be filled in with the original Sender s address and the Subject field will contain the original subject pre pended with Re:. REPLY TO ALL The Reply to All options are the same as Reply. The message will also be sent to all recipients of the original message and they will be placed in the CC: field. FORWARD To forward a received message to another person or group, click on the button marked Forward, when highlighting or reading the message. Chapter 2 Email 18
3. TeamChat This collaboration feature was developed especially for teams & projects. It has the familiar interface of multi-user WebChat but extends it with file sharing, meetings, conference calls and much more. The main TeamChat screen view: TeamChat icon Switchable tabs Groups with Chat rooms Conversation area Plus button Typing messages area Navigation Pane with Tree view TeamChat icon with a notification dot over that means unread messages in any of the chat rooms. Tree View shows a hierarchical view of all your TeamChat public rooms and also any private TeamChat rooms you have been invited to or you have created. Public room This is an open room that anyone in your group can join and see the whole conversation. Private room There can be situations where you need to chat just with a selected group. In this case, you can create a private room and invite specific people to join. Only people who have been invited to a private room can see that room. Note: When you create a room as an administrator, you re prompted to choose whether you want a public or private room. Chapter 3 TeamChat 19
How to create a new room? Click the + icon next to public/private folder or the + icon in the Tree view tools to show dialog Create New Room. Fill in name of new room, select visibility (Public or Private) and click OK to create new room. New room will be displayed in Tree View area. Anyone can see and join Public rooms. Private rooms are visible for invited members only. Note: The person who creates a chat room defines the chat room owner and what invited people can do within chat rooms. How to work in and manage Chat Room? A chat room is the main area where participants can send messages to and share files with each other. Chat room participants can invite other people to join their chat room. An invitation email is sent to notify selected person about TeamChat invitation. Chat rooms are divided into 2 parts: 1. Upper part where displays the name of the room, date of conversation, toggle for notifications and the whole conversation among participants in the room. Note: Notification toggle in the top right corner lets you quickly switch notifications on/off. 2. Bottom part where you can find the plus icon (invite guests, share links etc.), message area where you can type messages, and the smile icon which when clicked on, a new popup window will appear which offers several different emoticons. To open a file or document from chat bubble, just click its preview image in the chat area. You can also accept/decline a meeting or join a conference call directly from its bubble from the chat area. Chapter 3 TeamChat 20
How to invite guests, share links and other? Click the blue plus icon on the left side of message typing area will open a dialog window with several options: Invite Guests Start WebMeeting Create New Event Upload File Type email of your contact or select contact from contact book and invite guest to the room. Connect with internal or external contacts through audio/video calls. Send meeting invitations to both internal and external contacts and check their availability. Upload any file you want to share with other participants in the room. If you want to Share Link, just paste the selected link into the message area and the preview of the requested website will appear. Press enter and share the link with others. How to send a private message? This feature allows you to talk openly and in private without even leaving the chat room. You have 2 options for sending a private message: 1. Click a user's avatar and the message you type next will be sent only to that user. 2. Send private message option is displayed when you hover over the conversation of selected contact you want to send private message. 1 2 The name of the contact you want to send private message is always displayed at the top of the message typing area. How to manage Files & Documents? This tab contains list of all files and documents that were uploaded by users of the chat room. You can easily upload any file through the blue button Upload File placed in the right top corner. Each file or document has its own icon by type. Icons are different for image, excel sheet, word document etc. Hover over the selected file you can share it through the Share button or download it through the Download icon. Chapter 3 TeamChat 21
How to manage Events? Click the Events tab to display list of upcoming events created by users of the room. Participants in the room can select whether they accept or decline the event. If they have the rights they also can create a new event through the blue Create New Event button placed in the right top corner. In the bottom right corner the number of participants who already accepted the event is displayed. How to manage members? The Members tab contains a list of accounts that have the rights to participated in the chat room. All accounts are sorted by name and type of accounts. Within this list you can see Administrator, Member and also Guest accounts. The owner of the room can choose whether guest have write or read only rights. Each account has an avatar and two action buttons send an email or send WebChat message. Click the envelope icon open mail compose dialog with prefilled recipient. Click the speech bubble icon start conversation with selected contact through WebChat. Selected contact must be online. To invite a new member click the blue button Invite Guest in the right top corner. The dialog to invite new member will open. Chapter 3 TeamChat 22
Guest Account Invitation Process 1. The first step is the same as with an internal invitation. Click the plus button and then Invite Guest. In the opened dialog you need to type an email and optional reason of invitation. After that click Invite button. A box with a notification that you invited someone to the chat room is shown within conversation area. (There will also be a notification that someone joined the chat room when invitation process is completed). 2. Guest account will receive an email with the TeamChat invitation in a few seconds. This email message contains information about sender of the invitation and chat room where sender wants to invite the participant. There are no special actions required to register for the chatroom, the guest simply needs to click on the CREATE TEAMCHAT AC- COUNT button. Note: If the invited account is already member of any other chat room, there is JOIN THE TEAM button instead of CREATE TEAMCHAT ACCOUNT in the invitation email. When click JOIN THE TEAM, user is linked directly to the WebClient login page. 3. Next click the CREATE TEAMCHAT ACCOUNT button the new dialog will be opened. There are 3 boxes requested to be filled in: Name as it will appear in TeamChat, Password and Confirm password. Finally the guest has to click the blue Verify my email button to verify the accuracy of the email account. The verification email is sent to the guest s email account. Chapter 3 TeamChat 23
4. Verification process is finished by clicking on the blue VERIFY YOUR ACCOUNT button in the verification email sent to the invited user s account in the previous step. 5. In the last step, after clicking the blue VERIFY YOUR ACCOUNT button, the window with guest verification result will popup. Pressing OK, I understand button will redirect the guest to the WebClient login page. He/she will be required to enter their password and click Sign In. Then he/she can join TeamChat. 6. Finally, you can check the guest account in the Members tab. The new guest is included to the guest section their account can be managed by an administrator. Chapter 3 TeamChat 24
Guest Account TeamChat Interface When a guest user completes all the steps and is logged into WebClient, the welcome window with TeamChat tips is displayed. These tips provide the user with the main points how to work with TeamChat. Guest users will see the standard TeamChat interface after login. Guest accounts allow users to have conversation within the chat rooms where they were invited to (the list of chat rooms on the left side) and ability to manage Chat room, Files&Documents, Events and Members tabs. Conversation also includes conversation discussing before joining user to the chat room. Guest user can enable / disable notifications selectively for the chat rooms where member is. Clicking the avatar in the top right corner will open 4 options that user can choose: 1. My details User can fill in personal information that he/she wants to be published. Data will automatically appear in all GAL folders in GroupWare. 2. Options This choice allows guest to setup several options. The main option in this section is possibility to change password. Through the next toggles user can enable sound notifications, use system notifications and use emoticons. 3. Help Choosing the Help option tab opens a quick help guide containing some useful hints and information plus What s new document with details on the current version of WebClient and TeamChat tips. 4. Logout Click the menu Logout item to log out from IceWarp WebClient. The WebClient login screen is displayed. Chapter 3 TeamChat 25
4. Calendar The calendar application allows you to organize appointments, meetings or schedule resources. The main calendar screen view: Menu bar CENTRAL MENU Specific central menu icons allows you to manage calendar. Day, Week, Month - use these buttons to select your desired calendar layout. List Use this button to display a list of all your events. It is possible to sort them by clicking the appropriate column name. More Use this button to perform various actions with calendar items. Delete Use this button to delete selected calendar items. Print Use this button to print a selected item. The Print Preview dialog is shown. Remove undesired events from the list by clicking the cross icon on the right. Chapter 4 Calendar 26
Navigation Pane with Tree view Calendar icon: Tree View shows a hierarchical views of all your privat calendar folders and aslo any shared calendar folders you have subscribed to. Click the Back and Forward buttons next to the month in the Navigation Pane to cycle through the month. TIP: IceWarp WebClient enables assigning color to an active calendar. How to display multiple calendars? This feature allows you to display more calendars in a combined view. It can be very handy when planning your events. Just search through the public and private folders and tick the calendars you want to have displayed. Every calendar has its own color which will be used for its events. Double-click the desired event to edit it. Events keep their flag colors. To add a new event to a calendar in this mode, un-tick all other calendar folders (within the tree pane) and make sure that the appropriate calendar is highlighted bold (by clicking it). Note: Administrator/User can setup daily notifications about upcoming events in the (administration) options so you are informed about all events within the day. Chapter 4 Calendar 27
There are 2 types of calendars that you may view: 1. Private calendar When an appointment or meeting is created in private calendar, other people cannot see details of the item. Nothing will be published without your approval. Only people you have chosen can view the items. 2. Shared calendar If there are some situations where you need other people to see your items in the calendar, than you can create a shared calendar that is accessible to everyone in your organization (or selected people you choose). Shared calendars let you see when people are free or busy at any time. To share a calendar in the IceWarp WebClient, do the following: 1. Select the folder you want to share, right-click it and select the Sharing and Permissions item. 2. In the Sharing and Permissions dialog, click the Address book button to select users you want to share the folder to. 3. In the Select Contacts dialog, add desired accounts to the Selected field. 4. In the Sharing and Permissions dialog, select Permissions for individual users for both Items and Folder (Administration respectively full rights) click a user and tick the appropriate boxes. Click OK. 3. Resources A calendar resource is anything you schedule that is not an event. For example, people may need to reserve a meeting room. Other examples include projectors, pool cars or any other equipment that the people can schedule a time to use. Chapter 4 Calendar 28
Permanent calendar colors IceWarp WebClient currently enables assigning a color to an active calendar. The colors are persistent when deactivating and activating calendars. Once a color is assigned to a calendar, such color is used even after deactivating and activating calendar. Definition of colors is unique for each user. Example: Alice has shared her calendar to Bob and Cecile. Cecile assigns red color to Alice s calendar (since this moment, Alice s calendar will always be red in Cecile s WebClient). Bob assigns blue color to Alice s calendar (since this moment, Alice s calendar will always be blue in Bob s WebClient) Order of appointments in calendar view IceWarp WebClient merges calendar items from multiple calendars into a column representing day in a week or a month view. The order is as follows: items from multiple calendars that have the same start time and end time will be sorted in the same order whenever possible. The order of colors is determined by the order of calendars in the folder tree. To avoid any confusion, let s consider following scenarios: Example: If subsequent time slots contain just items from the same active calendars, these will be sorted as same colors below the previous line. If subsequent time slots contain items from same four active calendars and fifth calendar differs between timeslots, these may not be sorted as same colors below the initial line, even though the order will be kept (see line #3 in the picture below item from red calendar is missing whilst there is an extra item from brown calendar that is ordered between green and blue calendars in the folder tree). If subsequent time slots contain items from different number of active calendars, these may not be sorted as same colors below the initial line, even though the order will be kept (see line #4 in the picture below item from green calendar is missing, so remaining items are wider). Work week view in calendar There will be a new work week view in IceWarp WebClient calendar (apart from existing day /week / month views) included in future releases. The specification of days that belong into a work week will be available under Administrator Settings of WebClient (by default Monday - Friday). The folder where you want to create an entry is highlighted in the Parent Folder panel so you know where you will be creating your new folder. How to create calendar entry? You have 2 options how to create a new calendar entry: 1. 2. Right-click on Calendar icon in Navigation pane Click New in Menu Bar and then Appointment 2 1 Chapter 4 Calendar 29
Fill out the appropriate information of the new entry: General General information about new entry like location and time. The Calendar Reminder tab allows you to set time default time options for new reminders they do not affect or override any options for reminders you already have set. Tags allow you to perform very efficient search within all folders of one type. You can set tags (one or more) for all groupware items as well as for emails. To define a tag, right-click the item, select the Tags item, fill in the Add field and click the button. You can also tick a tag box in the list of existing tags. Selected tags are shown in the Selected field. Repeating Schedule 1 Select Repeating tab to make the calendar entry a repeating one and specify repeat options. You can add attendees and resources. Attendees on the same server can be shown with their status Available / Busy. Small icon of envelope at the top of All Attendees list open mail compose window with all attendees as recipients. (1) Chapter 4 Calendar 30
Attachments You can upload any item as an attachment. Click OK at the left bottom of the window; the entry will then be added to your calendar. How to view calendar entry? 1. 2. 3. 4. Click the Calendar icon in the Navigation Pane. A list of folders will appear in the View Pane. Click on a calendar to view calendar entries in the Preview Pane. Click once to see a shortcut of the calendar entry. Double click a calendar entry open it in a new tab. To Close an open calendar entry, press the Esc key, or click the Close button on the window tab. 1 2 3 4 3 Detailed preview in month view When hovering over a day in month view, WebClient shows small calendar icon next to the date label. When clicked, a detailed preview of particular day is opened and you not only see upcoming events in full details, but you can also do everything you are familiar with in day/week view (rescheduling events with drag&drop, creating new events directly in calendar etc.) Chapter 4 Calendar 31
How to accept incoming appointment? When someone sets up an appointment and includes you on the invitation list, you will receive an email in your inbox from that person. To accept the appointment and add it to your calendar, simply choose the Accept option from within the email. Upon doing this, WebClient will automatically enter the meeting into your calendar. Whether you choose to: ACCEPT You are available for proposed time. DECLINE You are not available for proposed time. TENTATIVE You can t say now if yes or no. PROPOSE NEW TIME You can propose new meeting time, if proposed time doesn't suit to you. WebClient will send a notice to the person chairing the meeting to let them know your decision. With Decline answer, user has option to insert text message for the person sharing the invitation. Note: By deleting of tentative or already accepted event, reason of delete window will pop up. Chapter 4 Calendar 32
5. Contacts The Contact Application allows you to collect contacts and resources with details in the clear list. The main contacts screen view: Menu bar Call Now Select a contact and use this icon to call the person using WebPhone. The Call dialog is shown. For more details refer to the appropriate section (New Menu Call). WebMeeting Use this icon to make a WebMeeting. Within this dialog, you can set audio conference with screen sharing. Send SMS Select a contact and use this icon to send an SMS to this person. The SMS dialog opens. It is similar to the mail composer window. More Use this icon to perform various actions with contact items. Delete Use this icon (basket) to delete selected emails. Preview Use this icon to select a location of the reading pane. There are 3 options: Bottom Pane, Right Pane or None. Except this Preview is also possible to setup Folder Panel and WebChat Panel with 3 options: Expanded, Collapsed, Auto-Collapse Chapter 5 Contacts 33
Navigation Pane with Tree view Contact icon: Tree View shows a hierarchical views of all your personal item folders and also any public or shared folders you have subscribed. Folder with all your contacts Folder with all resources How to create new contact? You have 2 options for creating a new contact: 1. 2. Right-click on Contacts icon in Navigation pane Click New in Menu Bar and then Contact 2 1 Chapter 5 Contacts 34
Fill out the appropriate information of the new contact: General, Personal, Business, Notes, Attachments, Certificates General info you can add general info like Name, Company, Job, Phone, Email or Picture. Personal info you can add personal info like Birthday, Home adress(es), URL. Google Maps integration Each address in the contact dialog has the Show on Map button. Click the button to open a WebClient dialog with a Google Map of this address. Business info you can add info about contact s job like Position, Department, Office adress. Notes, Attachments, Certificates you can write notes or upload any item. Click OK at the left bottom of the window; the entry will then be added to your contact list. Chapter 5 Contacts 35
How to view contact? 1. 2. 3. 4. Click the Contact icon in the Navigation Pane. A list of folders will appear in the View Pane. Click on a contact to view calendar entries in the Preview Pane. Click once to see a shortcut of the contac. Double click on a contact to open it in a new tab. To Close an open contact, press the Esc key, or click the Close button on the window tab. 1 3 4 2 vcard upload vcard is a contact information file which may contain one or more contact s information such as names, addresses, phones, emails, photos, attachments, etc. They usually come in the form of files with the.vcf file extension. You can upload vcf file through the Upload icon in the bottom of Contacts list. Chapter 5 Contacts 36
6. Documents The Document Application allows you to collect documents in the clear list. The selected documents like documents, powerpoint presentations or spreadsheets can be also edited directly in the web browser. The main documents screen view: Menu bar Open Select a document and use this icon to open it. Create Document Hover over the icon and select from the pop-up menu the document type. Lock Use this icon to lock/unlock a selected document. In the case the document is shared, other users cannot edit it when locked. The green icon next to the document means that the document is locked by you. The red one means that someone else locked it. More Use this icon to perform various actions with documents. Delete Use this icon to delete selected documents. Preview Use this icon to select a location of the reading pane. There are 3 options: Bottom Pane, Right Pane or None. Except this Preview is also possible to setup Folder Panel and WebChat Panel with 3 options: Expanded, Collapsed, Auto-Collapse Chapter 6 Documents 37
Navigation Pane with Tree view Documents icon: Tree View shows a hierarchical view of all your personal item folders and also any public or shared folders you have subscribed. Folder with all your files Folder with all documents Folder with all public documents It is also possible to share Documents folders. The context menu within such a folder (right-click a file to reveal it) includes the Download and Open options. Even when the Open item is selected, the selected file is downloaded in the read-only mode. You can use the Enable Editing feature to work with the document. How to create new document? You have 3 options for creating a new document: 1. 2. 3. Right-click on Documents icon in Navigation pane Click New in Menu Bar and then Document Click Create Document in Menu Bar 2 Click SAVE at the left bottom of the window. The entry will then be added to your list of documents. 1 3 Chapter 6 Documents 38
How to upload a document? It is possible to upload file in WebClient in 2 ways: 1. 2. Drag and drop file. Upload files from your local storage. 1 2 1 2 How to share document with other accounts? It is possible to share also Documents folders. The context menu within such a folder (right-click a file to reveal it) includes also the Download and Open items. Even when the Open item is selected, the selected file is downloaded in the read-only mode. You can use the Enable Editing feature to work with the document. To share a folder in the IceWarp WebClient, do the following: 1. 2. 3. 4. Select the folder you want to share, right-click it and select the Sharing and Permissions item. In the Sharing and Permissions dialog, click the Address book button to select users you want to share the folder to. In the Select Contacts dialog, add desired accounts to the Selected field. In the Sharing and Permissions dialog, select Permissions for individual users for both Items and Folder (Administration respectively full rights) click a user and tick the appropriate boxes. Click OK. You can choose different access rights for people viewing your documents: Documents: Read / Write / Modify / Delete Folder: Read / Write / Delete If you want to send a document to someone so that they can view, edit, or comment on it, you can share it with them directly in IceWarp WebClient. Anyone you share the document with will see changes made as they happen so that everyone can be on the same page and you can get feedback quickly. Chapter 6 Documents 39
How to view document? 1. 2. 3. 4. Click the Document icon in the Navigation Pane. A list of folders will appear in the View Pane. Click on a document to view calendar entries in the Preview Pane. Click once to see a shortcut of the file. Another click on a file in Preview Pane, opens it directly in a Preview pane with all details. Double click open the file in a new window. To Close an open document, press the Esc key, or click the Close button on the window tab. 4 2 3 1 4 All existing documents are automatically available for preview in both private and public Documents folders. Actions tab in the right upper corner gives you an additional options how to work with document. Chapter 6 Documents 40
How to edit documents online? All existing documents are automatically available from the version 11.4 to view and edit. Spreadsheets, presentations, documents and all ODF files you can view and edit directly in the browser with high fidelity, without having to install the Office suite on your computer. A simple left-click allows you to work with the document shown on the right side of the screen (it depends on selected preview menu Bottom Panel, Right Panel or None). A user can see the document (spreadsheet, presentation etc.) preview through following options: 1. 2. 3. Actions numerous actions can be selected by user preference (Print as PDF, Share Link or Send as Email). For large attachments when sending as email you can use SmartAttach when attachments will be saved to your Document folder and replaced by download links in the email body. Within the beta version collaboration can be limited by editing not at the same time. The document will be locked for other collaborators while anyone else is editing the document. Details explore details about selected document (For now users can use the Tags or Note options to discuss online the changes of the unfinished document within this section. Tags and Note are editable already from Document Preview mode. For open formats and officex formats, there is type DOCUMENT. It includes extensions such as: xlsx, pptx, docx, ods, odt and odp. For another types of files there are used their extensions: DOC, PDF, IMAP, TXT, HTML. Revisions check the list of revisions from other collaborators. You can also add new revision (Users will be not able to go through the revisions online; they have to download them on the server. Still they have a perfect overview about different versions of the document uploaded by collaborators details about when and who made any changes is shown at each revision). Hover over the document preview and a Click to start editing popup window will appear. By click on this window, an editable document will be opened in the second window and you can start editing. Note: If you need to search any spe cific word, use Search window above the previewed document. Chapter 6 Documents 41
7. Tasks The Tasks Application allows you to create any task. The main tasks screen view: Navigation Pane with Tree view Tasks icon: Tree View shows a hierarchical view of all your personal item folders and also any public or shared folders you have subscribed. Folder with all your tasks Chapter 7 Tasks 42
How to create new task? You have 2 options how to create a new task: 1. 2. Right-click on Tasks icon in Navigation pane Click New in Menu Bar and then Task 2 1 Fill out the appropriate information of the new contact: General information like Time, Date, Status or Priority. Repeating information Daily/Weekly/Monthly/Yearly. Participants you can add any participant from your contact list. Attachment you can upload or add any file as an attachment Click OK at the left bottom of the window; the entry will then be added to your list of tasks. Chapter 7 Tasks 43
How to view task? 1. 2. 3. 4. Click the Tasks icon in the Navigation Pane. A list of folders will appear in the View Pane. Click on a task to view calendar entries in the Preview Pane. Click once to see a shortcut of the contact detail. Double click a contact open it in a new tab. It is possible to add any detail about the contact. To Close an open task, press the Esc key, or click the Close button on the window tab. 3 4 1 2 3 Chapter 7 Tasks 44
8. Notes The Notes Application allows you to create any note. The main notes screen view: Navigation Pane with Tree view Notes icon: Tree View shows a hierarchical view of all your personal item folders and also any public or shared folders you have subscribed to. Folder with all notes Chapter 8 Notes 45
How to create new note? You have 2 options how to create a new note: 1. 2. Right-click on Notes icon in Navigation pane Click New in Menu Bar and then Note 2 1 Fill out the appropriate information of the new note: General information simply add a Title and any Content Attachment you can upload or add any file Click OK at the left bottom of the window; the entry will then be added to your list of notes. Chapter 8 Notes 46
How to view note? 1. 2. 3. 4. Click the Notes icon in the Navigation Pane. A list of folders will appear in the View Pane. Click on a note to view note details in the Preview Pane. Click once to see a shortcut of the note detail. Double click a note open it in a new tab. It is possible to add any detail about the note. To Close an open note, press the Esc key, or click the Close button on the window tab. 3 4 1 3 2 Chapter 8 Notes 47
9. Trash Whatever you want to delete any item type (email message, folder, IM contact...) just use drag n drop. Drag the item onto the trash bin icon within the Navigation Pane and drop it when the icon becomes highlighted red. It is magic. Hold the CTRL key when dragging and dropping not to be asked to confirm deletion. The main trash screen view: Note: The difference between Trash and Recovery items is that Trash is available for email items only while Recovery Items is available only for groupware folders. Navigation Pane with Tree view Trash icon: Tree View shows a hierarchical view of all your personal item folders and also any public or shared folders you have subscribed. Folder with all your trashed items Folder with all your recovered items Folder with all blacklisted contacts Folder with all whitelisted contacts Chapter 9 Trash 48
How to view trashed item? 1. 2. 3. 4. Click the Trash icon in the Navigation Pane. A list of folders will appear in the View Pane. Click on a trashed item to view item details in the Preview Pane. Click once to see a shortcut of the trashed item. Double click an item open it in a new tab. To Close an open trashed item, press the Esc key, or click the Close button on the Window Tab. 3 2 4 3 1 How to recover deleted groupware items? You may want to recover deleted groupware items (calendar, contacts, events, tasks, files, etc.). Enter the Recovery Items folder where they are stored for a period defined on the server (by default it is 30 days for the actual one, ask your server administrator). Right-click the wished item and select the Recover option. The item is moved to the original folder (Events, Contacts, etc.). Note: Deleted groupware folders are moved to trash. Chapter 9 Trash 49
10. Webchat General The WebChat application gives you a lot of options how to communicate with contacts you are connected and of course much more. This window is placed on the right side of your screen. To reveal the WebChat pane, click the asterisk icon on the right side of the Menu bar. Context Menu Each contact in your contact list has a context-sensitive menu that can be accessed by right-clicking on a chosen contact. Open Chat allows you to sent text message Audio Call allows you to call to a contact (or group of contacts) Start Meeting allows you to set up meetings Send Email allows you to send emails directly Send File allows you to send files directly Show Contact Info allows you to find out details about the contact Show Conversation History allows you to check conversation history Rename allows you to rename contact name Group allows you to add contact to any group Subscription allows you to authorize the contact Delete allows you to delete contact from your list Chapter 10 Webchat 50
How to expand or collapse WebChat roster? With Auto Collapse and resizing the screen to smaller width, the panel with WebChat roster is hidden automatically. To get more space for WebChat panel, you can collapse or auto-collapse WebChat roster. Just right-click the WebChat panel and select the Panel Appearance item. Here, choose the wished behavior. You can also use pin or unpin icon in the top right corner to collapse or expand WebChat roster. Expanded WebChat roster is always visible. Collapsed WebChat roster is not visible. To show it, hover over any Navigation Pane item. Auto Collapse - WebChat roster is visible, but it hides when the browser window width is reduced. How to add new contact? Within the WebChat Tools bar (in the lower roster part), click the + icon. The popup menu is shown and you are allowed to add any contact or subscribe to other services. You can also split your contacts into different Groups regarding your interest. Just fill in name of Group in the last table. (1) You can chat with your friends that use various instant messaging services provided that there is the appropriate gateway defined on your IceWarp Server. To see the list of gateways, go to the Subscribe Service tab. If your desired service is not involved, ask your server administrator. 1 Chapter 10 Webchat 51
How to start chat? There are 2 ways to start a chat with any of your contact in WebChat list: 1. Right-click on any chosen contact and select Open chat. Chat menu will appear and you can start chatting. 2. Double-click on chosen contact. Chat menu will appear and you can start chatting. How to multi select WebChat contacts? You might want to delete multiple users, send the same message to multiple users or even send an email to couple of users in your roster. Use CTRL + left-click to select more users. Chapter 10 Webchat 52
Incoming message A popup chat window will appear with incoming message, so the user can reply immediately. At the same time the contact in the contact list is automatically moved up among Active Chats. User is notified on the new message by text change of the bookmark. When WebChat window is minimized, there are following notifications: 1. Minimized window is highlighted with blue color. 2. Contact in WebChat list is highlighted with bold text and blue color of WebChat status. 3. User s WebChat status is also highlighted with blue color. 3 2 1 User has several options that can be processed directly from WebChat window. These options are possible to find in the right upper corner. Call user can start call with the contact. WebMeeting user can start WebMeeting with the contact. Send File user can attach and send file to the contact. Conversation History user can go through conversation history of the contact. Contact Info user can view contact s details. Chapter 10 Webchat 53
Status change The notification dot next to your picture indicates your WebChat status. Click the dot to change your WebChat status. The IM Client pane is shown when your status is Online. The color of the notification dot changes regarding selected status. There is a functional change with DND status on. WebChat windows stop open automatically. Highlighted contact is moved up among Active Chats and the dot become blue only. Conversation history WebChat automatically save a conversation history, that can be viewed anytime. Right-click the person you communicated with about the subject and select the Show Conversation History item from a pop-up menu. Another way to show conversation history is to click on the Conversation History icon directly in the chat window. You may want to search within your chat communication history. Fill in your subject (or at least a part of this word) and hit Enter. You will see the results matching to your term. Chapter 10 Webchat 54
WebPhone The New menu Call item is one of those that can be helpful. Functionality works best in Google Chrome, but works fine in Firefox and Opera as well. For detailed WebPhone Setup Guide, refer to https://www.icewarp.com/support/troubleshoot_webrtc/ If the called person does not use or allow their camera, only he/she will be able to see video. Similar to WebMeetings, clicking onto video in WebPhone, user can open full screen view. Note: We recommend to never start online meeting or call when connection is NOT secure. Google Chrome does not allow to use microphone over none secured session anymore and it is only question of time when the other browsers do the same. WebMeeting IceWarp offers WebRTC powered voice and video calls so you can arrange non-text based communications with individuals or groups directly from IceWarp s chat window. Integrated Voice over IP enables encrypted communication over the internet or a company s private network. Complete text messaging is included, even for group messaging. Video calls support: 1. One-to-one video calls using your computer with webcamera. A pop-up window asks attendees to confirm webcam access before a call starts and after accepting you can see each other in a quality video call. 2. Multi user video calls where external contacts can connect to a meeting through one-time web access or a dial-in number. The New menu Meeting item is one of those that is very easy to use. There are three possibilities: To start a meeting To join an existing meeting To schedule a new meeting Chapter 10 Webchat 55
Start Meeting 1. User can select 1 from 4 options how to start meeting. a) Click the New item (Menu and Search Bar) and select WebMeeting. b) Click the WebMeeting icon in the right upper corner (Menu and Search Bar) c) Click the WebMeeting icon in the right upper corner (WebChat window) d) Right-click the WebChat contact and select Start WebMeeting from the context menu. The Meeting planner dialog appears by choosing New/WebMeeting: Chapter 10 Webchat 56
2. Click the Start WebMeeting now button. The Meeting dialog appears. 3. Within this dialog, you can set all meeting features: The menu bar consists of two parts: The left-hand side this part is available to all meeting participants. The right-hand side these tools are available only to a meeting organizer. The icons are described from the left to the right. Microphone Click the icon to mute your microphone. Click it again to turn the sound on. Speaker Click the icon to mute the speaker(s). Click it again to turn the sound on. Information Click the icon to open the Meeting Info dialog. Invite As a meeting organizer, click the icon to invite participants. Share screen Click the icon to share your screen with other meeting participants. Record audio The meeting organizer can make an audio record of the meeting. IceWarp supports full screen mode for incoming screenshare video. Clicking on the video moves the stream to separate browser window, which can be expanded to full screen by user. Closing the separate window moves video back to chat area. Note: We recommend to never start online meeting or call when connection is NOT secure. Google Chrome does not allow to use microphone over none secured session anymore and it is only question of time when the other browsers do the same. Join Meeting 1. Follow the step # 1 of the Start Meeting section. 2. Click the Join existing meeting button. The Meeting ID dialog is shown. 3. Enter the Meeting ID. (This ID you can find in the meeting invitation mail.) The Meeting dialog is shown see the Start Meeting and Meeting Dialog Other Features sections. 4. Joining the meeting is also possible by clicking the link in WebMeeting invitation. Chapter 10 Webchat 57
Schedule Meeting 1. Follow the step # 1 of the Start WebMeeting section. 2. Click the Schedule meeting button. The Appointment dialog appears. 3. On the General tab, fill in (at least) the Title, From and To fields. If you are going to create WebMeeting, you have to check Web- Meeting box. 4. On the Schedule tab, use the Address Book button to select attendees/participants. 5. Attendees obtain information email messages, where they can either accept or decline invitation. Subsequently, you are informed by email message and within the meeting event dialog Schedule tab. Meeting Desktop Sharing As the organizer, you can share your screen. The short guide is possible to see online: https://www.icewarp.com/support/troubleshoot_screensharing/ To do so, click the Share screen button. The Share your screen IceWarp Screen Sharing dialog is shown: Select the screen/window you want to share and click the Share button. Other participants will have shown this window in the central part of their meeting dialogs: (It is also possible to open a separate window with a shared screen by clicking this part of the dialog. This does not apply for Internet Explorer the sharing window is maximized within the meeting dialog.) The left-hand pane contains names of all attendees. The participant who is speaking is highlighted in the dialog window. Chapter 10 Webchat 58
11. Settings When you hover over your avatar within the Menu Bar, the Settings menu is shown. My Details options WebChat statuses WebClient Options and Logout Quick tips How to change password To change password go to WebClient settings (My detail/options/accounts). Click the button to open the Password change dialog. Enter your Old Password and new one twice (New Password, Confirm Password). Click OK. You have to follow the password policy. National characters are not supported! How to change skins To change skins go to WebClient settings (My detail/options/general/global settings). Skins are available for IceWarp WebClient allowing you to change the look of the system. Select the skin you want from the dropdown. How to setup autoresponder To setup autoresponder go to WebClient settings (My detail/options/mail/ Autoresponder). This feature is announced that you are on vacation. Fill in all requested information to start automatic responds. How to setup a signature To setup a signature go to WebClient settings (My detail/options/mail/signature). User can define a signature that will be added to each new email message. Fill in all requested information and click ok. Chapter 11 Settings 59
My Details Options Selecting this menu item opens the My Details dialog. Fill in your personal information that you want to publish. Data will automatically appear in all GAL folders in GroupWare and it will also automatically set your WebChat vcard. Click on My details allows you to setup User details like: Name, Address, Contacts, Dates etc. General Settings here you can setup general settings like Name, Company, Job, Phone(s), etc. Personal Settings here you can setup personal settings like Birthday, Gender, Home address, etc. Business Settings here you can setup information about your work Profession, Department, Business address etc. Notes here you can write any note related to the contact. Attachments here you can upload or add any item related to the contact. Certificates here you can upload any certificate(s). WebChat statuses Graphical representation of WebChat statuses. Description of statuses is predefined. Online and Offline status is always shown, Away, Not Available, Do Not Disturb and Invisible user can hide or unhide. To setup statuses go to My detail/options/chat/webchat. WebClient options This dialog allows you to manage all WebClient settings. Chapter 11 Settings 60
Accounts The Accounts tab My Account page lets you change the password and provide a description for your primary email (the one your administrator gave you with IceWarp WebClient). Within the Private Certificates page, you can manage your certificates. The Other Accounts page lets you define other email accounts you own so IceWarp WebClient can download those messages for you as well, keeping all your messages in one place, accessible from anywhere you have Internet access and a compatible browser. Mail Clicking Options from the Tools menu opens the Options pop-up window, with the Mail General tab selected. Next to general settings you can setup: Autoresponder The Autoresponder page allows you to set up an automatic reply to incoming messages. This feature is useful for announcing that you are on vacation. However, please note that if you respond to a Spam message, you are effectively proving that you exist and that your email address is valid thus causing a large influx of Spam messages to your address. Chapter 11 Settings 61
Forwarder The mail Forwarder will automatically send your messages to other addresses, if you don t have access to your mailbox. Option "Forward mail older than" is processing only folder INBOX, without subfolders. This feature forwards mails aged the exact time specified there, but not older. "Forward mail older than" function does NOT delete mails from INBOX after forwarding. Signature You can define a standard signature which will be applied to all outgoing messages. Another feature you can use is selecting your aliases or email addresses of groups you are a member of. There is possibility to have several predefined signatures and use them as needed (Default, Business, Private, etc.). Calendar Clicking Options from the Tools menu opens the Options pop-up window, with the Calendar Main tab selected. You can set how you want certain views to be displayed. Chapter 11 Settings 62
The most important features can be: Reminder The Calendar Default Reminder tab allows you to set default options for new reminders they do not affect or override any options for reminders you already have set. Holidays If your administrator has loaded holiday files to the system, you can choose which country's holidays you want to have displayed in your calendar. Weather This tab allows you to add weather forecast for four days to all calendar views (day, week, month). Chapter 11 Settings 63
Chat You can find setup options for WebChat, Chat Window and TeamChat in this folder. WebPhone Select this option if you want to setup VoIP account or call forwarding. General The General tab allows you to customize look and feel of the IceWarp WebClient. There are a lot of colors in General settings that can be selected to change WebClient look. Default color is blue. Compact View option will show as many as possible emails header in one screen without having to scroll. Chapter 11 Settings 64
Licenses This tab is used to transfer activation keys for IceWarp Outlook Sync and IceWarp Desktop Client besides sending these keys by email your sever (domain) administrator can do this. If activation keys are available, you can find them on the appropriate tabs and use them to activate (already installed) IceWarp Outlook Sync (IceWarp Desktop Client respectively). Copy the key and use it when registering the appropriate product. Import / Export IceWarp WebClient allows you to export and import Contacts and GroupWare data to various file formats. These files can be used as backups, allowing you to have restore points, or as a means to copy your data to other locations. Chapter 11 Settings 65
Mobile Devices Clicking the Mobile Devices menu item opens the Devices dialog that lists all devices you have ever used to connect to IceWarp ActiveSync. Device options dialog This dialog consists of three tabs that allow you to manage the selected device properties. Click the Properties button to open it. Folders This tab allows you to manage folders that are to be synchronized in the device. Synchronization Set other synchronization details here. Device On this tab, you can rename or reset your device. Remote wipe is a total remote deletion of all device data. It is executed when the device contacts the server first time after setting it. Administrator can reset connected mobile devices in 2 ways: Soft wipe: deletes only data downloaded from the server Hard wipe: resets the device to factory settings, deleting data from device and SD cards Chapter 11 Settings 66
Help Help Choosing the Help option tab opens a quick help guide containing some useful hints and information. What's New What's New tab introduces IceWarp WebClient 11.3 and describes its new cool features. TeamChat TeamChat tab provides you with the short overview how to use TeamChat feature. About About tab reveals information about the current WebClient version and its main features and highlights. Switch to tablet interface Choosing the Switch to... Interface option switches to the given interface. From the desktop interface, it is possible to switch into the tablet interface and subsequently into the mobile interface. When using a desktop, it is always possible to switch back. Old interface This option is meant for those who like the previous version interface appearance and design. Just click this option and enjoy the interface you are used to. However, it is recommended to use the new interface as it allows you to use WebClient capability fully. You will be prompted fortnightly either to Switch to the new interface or to Postpone this decision. This option can be hidden. Ask your administrator, if you insist on using the old interface. Logout Click the Logout menu item to log out from IceWarp WebClient. The WebClient login screen is shown. For more information on login, refer to the Getting Started Logging into IceWarp WebClient chapter. Chapter 11 Settings 67
12. Miscellaneous Smart Search It is a simple text input where you specify your words to search for. Special search keys can be used (but you can still use a search without keys). These keys are specific to each folder type. To reveal a list of keys, enter the appropriate folder (Inbox, Contacts, etc.) and write a? (question mark) to the search box. Keys are different for different folder types. (E. g. keys is:free, is:busy, etc. (for calendar type folders) do not occur for mail type ones.). Next to general marks also logical operators such as And/Or/Not/ (/) is possible to use. Seach Wizard Click the left-hand icon arrow within the Search field to open the Search Wizard. Its content differs according to the folder type mail, calendar (plus journal), contacts, files, notes. The following figure shows an example of the calendar folder type wizard: Create Search Folder Click the link to create a search folder. All items that match the search criteria will be placed into this folder. This feature enables an easy search within more folders. The Search Folders dialog is shown. Refer to the Create New chapter for detailed description. Chapter 12 Miscellaneous 68
Printing options Besides of usual printing of emails, WebClient allows you to print calendar, contacts, events, tasks, notes and journal items using the Print Preview feature. You can combine all mentioned item types. To print more object types, do the following: 1. Double-click the appropriate item to open it. Click the Print button (printer icon) in the lower right-hand corner of the item window. Close the item. Alternatively, right-click the appropriate item within the Items View panel and select the Print option. (Use the CTRL+click or SHIFT+click shortcuts to select more items.) 2. The Print Preview dialog opens. (With more items combined here.) Do not close the Print Preview dialog. 3. Repeat these steps for all items you want to print. (Use the right-hand cresses to remove unwished items.) 4. Click the Print button in the Print Preview dialog. The usual Print dialog opens. (Optionally, change printing preferences.) 5. Click OK to print the selected items. Calendar printing Clicking the Print button while browsing Calendar entries allows you to print calendar in 2 ways: 1) Calendar print this option prints the whole calendar including grid, so the same as you can see on the screen. 2) List print this option prints list of entries only. Note: This printing option is possible with Day, Week or Month view only. Chapter 12 Miscellaneous 69
Tablet Interface Shortcuts When using the Tablet interface, you can smooth your work by utilizing these shortcuts: RSS Folders It is possible to subscribe to RSS feeds of various web sites. Once, you know a RSS channel address (e. g. http://www. nasa.gov/rss/universe.rss), create a new RSS type folder (see the Tree View Context Menu Create New Folder chapter): To add or remove a new channel to an existing RSS folder, right-click this folder and select the Manage RSS Channels item. Use the Add and Remove buttons. Chapter 12 Miscellaneous 70
Inserting Pictures into Email Body IceWarp WebClient offers an elegant way how to insert figures directly into an email body. To insert a figure, do the following: 1. In the right-hand side of a composer window, select the HTML item from the list. (Can be switched into Text.) 2. Place a cursor into the mail body where you want to insert a figure to. 3. Click the Insert icon (+ within the text editor pane) to reveal the list.select the Image item. The Image dialog opens. 4. Select the Uploaded option and upload the wished figures use the Upload button 5. From the Uploaded list, select the appropriate image and click the OK button. Repeat for other images. As an alternative to steps 3 to 5, you can fill in the URL field or use the Internal option for figures stored within WebClient and click OK. Inserted figures are possible to resize within mail compose window. User can select from following options: Small, Fit, Original and Remove. Note: This feature is disabled for Internet Explorer browsers. Chapter 12 Miscellaneous 71
Enterprise Messaging For Companies Of All Sizes IceWarp North American HQ 6225 Brandon Ave, Suite 310, Springfield, VA 22150 Tel: (888) ICEWARP (432-9277) Fax: (703) 563-9269 Local: (571) 481-4611 solutions@icewarp.com www.icewarp.com 72